FOR ALL EMPLOYEES AND SUPERVISORS INCLUDED WITHIN: MANAGEMENT CONFIDENTIAL UUP PROFESSIONALS (NON-HOURLY) 12-MONTH FACULTY Human Resources – September 1, 2012 Welcome Electronic Time and Attendance – Training Module

Module Instructions WHAT YOU’LL NEED TO GET STARTED Your PODs user name and password, and Your current time record. IF YOU ARE UNSURE OF YOUR PODS USER ID AND/OR PASSWORD You may reset it at: OR, Contact the HELP DESK at for assistance. TRAINING INSTRUCTIONS 1. Please read through this brief, on-line training module before signing-in to the SUNY system. 2. Once complete, CONGRATULATONS! You are officially LIVE and will no longer need to submit hardcopy time records from this point forward. 2

Overview of the Monthly Process for All Employees and Supervisors MANAGEMENT CONFIDENTIAL UUP PROFESSIONALS (NON-HOURLY) 12-MONTH FACULTY Electronic Time and Attendance

Overview of the Monthly Process - All Employees 4 Record Time Off Work Any time you did not report to work should be reflected on the Calendar view in quarter day increments (.25,.50,.75 OR 1.0) THEN SAVE Credit Your Holidays Give yourself credits for any Holidays worked.(Depending on contract affiliation and individual work schedule.) THEN SAVE Certify and Submit Certify (Your Electronic Signature) Submit to Supervisor Log-off AND Close Browser

ALL EMPLOYEES STEP-BY-STEP Electronic Time and Attendance

Access to SUNY HR will be found at: First, you will encounter a Sign-on Screen Next, you may come to a One-time Security Screen 6 Suggested Bookmark PODS User ID and PW For security reasons your sign-in may be different the first time you enter the Time and Attendance System - use the SUNY ID provided by HR for the third question.

To Enter, Click on the “Time and Attendance” Tab 7 Bonus Feature Your pay stub can be viewed through the “View Paycheck” feature as of the Monday preceding pay day. In addition, a two-year payroll history has been loaded for your information.

Next, Select Month(Accrual Period) Current Month (or Accrual Period) Comes Up Automatically 8 The status of any given month is reflected here in the above drop-down: Working: Open for you to make entries Pending: Submitted to your supervisor Approved: Reflected once Supervisor has signed-off

A Few Notes About Accrual Balances 9 30 days contractual Family Sick Leave Tracked Here, Deducted from Sick. Family Sick charges relate to the medical care of a direct family member. Floater PLUS Regular EQUALS Your Holiday Total Non-Chargeable Time ( Such as conferences, jury duty, off-site meetings, etc.) Tracked Here, Not Deducted

Enter Charges for Vacation, Sick, or Other. THEN SAVE! 2 )Then Save 1) Enter Charges for Time Used 10 Quarter-day increments ONLY may be used: Any time away from work, when you are scheduled to be working, should be reflected on the monthly calendar view.

A) View of Sub-Menu Produced by Clicking on Individual Calendar Dates – Single-Day Entries Click Here to Change to MULTI- DAY View SINGLE DAY View 11 Single Day Entry: Best used for absences of 1 day or less (.25,.50, or.75) Multi-Day Entry: Best used for absences of two or more days, for the same reason code and within the same month.

B) View of Sub-Menu Produced by Clicking on Individual Calendar Dates – Multiple Day Entries, Same Reason Code Click Here to change to SINGLE DAY View MULTI-DAY View 12 Single Day Entry: Best used for absences of 1 day or less (.25,.50, or.75) Multi-Day Entry: Best used for absences of two or more days, for the same reason code and within the same month.

Enter Credits for any Holidays worked – IF YOU DID NOT WORK THE HOLIDAY, NO ACTION IS REQUIRED THEN SAVE! 1) Enter Credit Due For Each Holiday worked. 2 ) Then Save 13 The system does not automatically enter Holiday credits, If you work a Holiday please enter the accrual and then ‘SAVE.” (As a rule: Full-time enter “1”, Part-time is dependent on work schedule and/or percentage of time worked.)

About “TIME RECORD COMMENTS” Part Timers: Use this box to indicate your set schedule. (Mandatory for calculation of holidays earned.) All Employees: Use this box to indicate any items you’d like noted on your record for your supervisor or for audit purposes. (Examples might be Advocacy Day, Conferences, Dental Appointments, etc.) 14 Example of PT monthly entry: 90% M-F

LAST STEPS: Review Entries for Accuracy, Certify (Sign), and lastly, Submit to Supervisor. 3 ) Submit 2) Certify 15 1) Review Your Entries for Accuracy NOTE: THE SYSTEM WILL NOT ALLOW SUBMISSION OF A MONTH UNTIL YOUR SUPERVISOR HAS APPROVED THE PREVIOUS MONTH.

Sign out of the SUNY browser AND close. CURRENT USER STAYS SIGNED-IN FOR UP TO 20 MINUTES. To ensure your privacy and system security, in addition to “Signing Off,” you will also need to “X” out of the SUNY browser. (You can do this by clicking on the box in the upper right hand corner of your screen). Step1: Log-Off Step 2: Close Browser 16

OPTIONAL FEATURES AND NOTES

SUPERVISOR’S OPTION: Electronically Requesting Time Off 18 REQUEST TIME OFF Selection Click on TIME RECORD to return to the MAIN SCREEN This feature is to be used or not, at the discretion of individual supervisors.

When using this Optional Feature, Remember to “SUBMIT” Your Request 19 Remember to “SUBMIT” your request Once an employee has submitted a request to their supervisor, it will reflect on their calendar with a “P” for pending. Once the supervisor has approved the request, it automatically populates on the employee’s screen without the “P,” without the need to re-enter the time. Changes, additions, deletions can be made at any point, this isn’t a “contract.” Be aware that unresolved requests can prevent your successful monthly-time record submittal.

ABOUT FLOATERS NEW WAY OF THINKING: “Y” and “N” indicators ARE NOT ASKING IF YOU DID OR DID NOT WORK and no action is required on your part, other than entering your earned Holiday credits (if you worked). 20 No Action Needed for Floaters “Y” or “N”

ABOUT NOTIFICATIONS You will receive system-generated reminders from to remind you when you have an item(s) that requires your attention (such as a time sheet due). Please sign-in to the system and take care of any pending items. If left unresolved for two weeks, your pending items will generate reminders to your supervisor, continuing up a level of supervision every two weeks until item is resolved. 21 Time record submission is now officially a MONTHLY process.

ABOUT LEAVE DONATIONS FOR THOSE DONATING VACATION DAYS: Your generous Leave Donations will continue to be administrated through Human Resources, following the current process. Upon receipt of your Leave Donation Form, a member of the TAS Team will make the necessary electronic transactions. 22

Supervisors IF YOU DO NOT A SUPERVISE AN MC, NON- HOURLY UUP, OR 12-MONTH FACULTY MEMBER, YOU MAY CONTINUE DIRECTLY TO SLIDE #31. Electronic Time and Attendance

Overview of the Monthly Process - SUPERVISORS 24 View Work Roster View Time Information of your Direct Reports using the “Work Roster” Review and Approve Review Employee’s Time Record - then select “Approve,” “Deny,” or even “Ignore” Submit Submit, Log-off, and Close Browser

Step-by-Step Supervisors

Supervisors will have a “Work Roster” selection to view and approve the electronic record status of direct reports. 26 Employee List – Contact HR for any corrections. For PENDING TIME APPROVALS OR LEAVE REQUESTS – Supervisors should select an action: APPROVE, DENY, OR IGNORE. THEN SUBMIT. Enter Here SUBMIT when COMPLETE

Your Turn! BEFORE YOU SIGN-IN AND BEGIN ENTERING, IT WILL BE HELPFUL TO HAVE: YOUR SUNY ID, AS PROVIDED BY HUMAN RESOURCES This is for use on the one-time security screen and is not a number you will need to remember or use again for this purpose. YOUR PODS USER ID and PASSWORD PODS USER ID is generally the same as your account name – often (but not always) the first letter of your first name, followed by your last name, without a space. For example: “LSMITH.” PODS PASSWORD is generally the same as your B-mail sign-in password, but again, not always. IF YOU ARE UNSURE OF YOUR PODS USER ID AND/OR PASSWORD, YOU MAY: Reset it at: OR, Contact the HELP DESK at for assistance. WHEN YOU ARE READY TO BEGIN, RETURN TO SLIDE #6 AND WORK FORWARD. Congratulations on your transition to the paperless environment!

Contact Information HR Time and Attendance Implementation Team: 28 Lisa Vicki  On the HR site there is also an online form to report any system problems you may encounter: resources/time-attendance/tas-issue.html

Your support of this worthwhile campus initiative is appreciated. Please contact any member of the HR Time and Attendance implementation team if we can be of further assistance. For more information: attendance/tas.html Thank You!